How to Manage Refund Receipts

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What is a Refund Receipt?

A Refund Receipt is a way to refund money to a customer (for account credits see Credit Memo). Refund Receipts allow you to return previously paid amounts to your customer.

Where can I find Refund Receipts?

While on a customer record, select Accounting.
Under Invoices select Refund Receipts.

Create a new Refund Receipt

In the Refund Receipt section, click Add.

Note: This will open up a stepped process.

Get Started

The Get Started step allows you to choose from items on existing invoices.

Note: Refund Receipts require that you select at least one invoice line item. If none exist, you may not create a Refund Receipt.

Get started

In the Pre-Populate section, select the items you want to refund.
Click Next.

Details

On the Details tab, fill out all the required fields.
Make other changes if needed.
Click Save. Optionally, the Save dropdown menu allows you to
1. Save & Close,
2. Save & Download/Preview, or
3. Save & Send the newly created Refund Receipt.
  1. Choosing one of these options will complete the selection and close the window. Clicking Save, only, leaves the window open to Apply to Invoice or Send the Refund Receipt with a customized subject line and message (see explanations, below).

Refund Payment

On the Refund Payment tab fill out the required information.

Processing the Refund

Processing refunds through the gateway require that you refund on a completed process payment. When you select this toggle, you will see a list of completed payments to select from.

Select the slider completed payment you wish to process the refund on.
- Note: You can only select one payment to refund to at a time. Once you have completed a refund on a payment you can go through this process again to refund on a different payment.
Enter the amount you want to refund. This amount must be equal to or less than the payment amount.
Click Refund.

Payments

Here, you will see a list of payments and refunds associated with this Refund Receipt record.

Send

On the Send tab, fill out all the required fields.
You can change the Subject or add a Message.
Click Preview to preview the Refund Receipt that will be sent.
Click Send to send the Refund Receipt.

View/Edit a Refund Receipt

Navigate to the Refund Receipt section.
Select the desired Refund Receipt row.
Edit the fields as needed.
Click Save.

Delete a Refund Receipt

Navigate to the Refund Receipt section.
Click on the row of the desired Refund Receipt.
While on the Details tab of the Refund Receipt, click Delete in the lower left of the page.
A confirmation window will appear. To confirm, click Delete.